Office Manager in Oakland, California at The Crucible

This is a great role for someone who is highly organized and adept at wearing multiple hats, enjoys working with people, and also enjoys the precision of managing and entering data accurately. This position is integral to ensuring smooth organizational operations, supporting educational and public programs, and sustaining an efficient office environment conducive to the team's broader mission.

The Office Manager serves as the primary lead for managing office-related service and maintenance contracts; overseeing the organization's day-to-day operations, procuring office materials, equipment, and supplies. Reporting to the Executive Director, this role partners with the Directors team to develop and maintain effective office systems and processes that support a high-functioning, well-organized work environment. The Office Manager will be a people-oriented professional with the ability to interact effectively, politely, and productively with individuals from all backgrounds, experience levels, and situations. Deeply committed to social justice and education, with the professional maturity to maintain composure during stressful interactions and passionate about The Crucible's mission, vision, and goals, with a strong understanding of how this position contributes to the organization's overall success.

Responsibilities

• Develop, implement, and maintain office-wide administrative procedures (Supply inventory, Central filing systems, Office equipment management, Mail and package distribution)
• Manage purchasing and inventory of office supplies
• Provide financial support functions in QuickBooks and Petty Cash
• Provide administrative support to CEO
• Receiving and routing development-related mail, donations, checks, and correspondence
• Supporting front desk and office procedures related to contributed income and Donations in Kind
• Providing logistical and administrative support for fundraising activities and events

Qualifications

• Minimum of three (3) years of work experience combined into one or more of the following roles: an office manager, full-charge bookkeeper or purchasing coordinator
• Intermediate to advanced proficiency with Google Workspace Suite (e.g., Gmail, Doc, Sheets, Slides, Drive), MS-Office (e.g., Excel), Adobe Acrobat/Sign, and DocuSign.
• Willing and able to learn new software.
• Strong organizational skills; comfort with digital tools and research.
• Intermediate proficiency with Salesforce or similar CRM software.
• Demonstrated excellence in verbal and written communication.
• Self-motivation and adaptability.
• Exceptional interpersonal skills with a focus on delivering excellent customer service.
• Ability to work with a high degree of accuracy and attention to detail.
• Approaches work with an equity and inclusion lens.
• Ability to prioritize workload efficiently and manage multiple projects.
• Ability to work independently and collaboratively, take initiative, and be proactive around problem-solving.
• E-Commerce experience.
• Maintaining Confidentiality is a must.
• Current First Aid/CPR certification.
• Valid California Driver’s License with an insurable driving record.
• Familiar with Oakland and engaged in the Oakland community.
• Flexibility in communication styles and modes.
• Work experience in a non-profit, educational, and or industrial arts organization.

Physical Requirements

• This position is primarily located in an office and warehouse environment. Able to perform the following duties with or without accommodation:
• Stand, sit, kneel, walk, bend, and perform repetitive motions for the duration of an eight (8) hour shift.
• Able to operate standard office equipment including computers, keyboard, phones, POS machines, and printers.
• Traverse safely throughout the entirety of the facility including climbing stairs.
• Safely lift, move, and transport items weighing up to 20 lbs.
• Communicate in a clear speaking voice in person, over the phone and during video conferences.
• Complete COVID-19 primary vaccination series and most recent vaccination booster available.